Proof of delivery (POD): what to capture and why it matters
A proof of delivery (POD) is the record that a load arrived where it was meant to, when it was meant to, in the condition it was meant to. For a transport business, it's the document that gets you paid and settles arguments. When a customer says "it never arrived" or "it came damaged", the POD is your answer.
Paper delivery dockets still work, but they get lost, rained on and posted back days later. Most operators now capture PODs on the driver's phone.
What a good POD records
- Who received it. A name, and a signature where someone is there to sign.
- When. The date and time of delivery, recorded automatically rather than written in.
- Where. The delivery address, and ideally the GPS location of the phone when the POD was taken.
- What was delivered. The customer's reference (PO or packing list number) and the quantity.
- Condition. Photos of the load as it was left, including any damage noted at the time.
Photos or signatures?
Both, where you can. A signature shows someone accepted the load. A photo shows what they accepted and where it was left. On a building site with nobody to sign, a clear photo of the load in place, with the time and location recorded, is often stronger evidence than a scribbled name.
Good POD photos:
- Show the whole load, then a close-up of any labels or the docket
- Show where it was left, such as the gate, the dock or the slab
- Show any damage before the driver leaves
- Are taken at the time, not afterwards from the cab
When nobody is on site
Agree with each customer what happens when the site is unattended. Common options are a photo of the load in an agreed drop spot, a call to the site contact before leaving, or a text to the customer with the photo. Record which one the driver used on the job.
Pick-up PODs
A POD at pick-up is worth taking too. A photo of the load as it came on, and the sender's signature, shows what you were given. It protects you when a load arrives short or damaged and the question is whether it left that way.
Getting PODs back fast
A POD in the driver's glovebox doesn't help anyone. Captured on a phone, it reaches the office as soon as the driver taps done, and you can invoice the same day. Customers who can see the POD themselves stop ringing to ask whether the delivery happened.
How TrakkHQ handles proof of delivery
In the TrakkHQ driver app, drivers take POD photos and signatures at each stop, with the time and location recorded automatically. You can make a POD required at pick-up, delivery or both, so the job can't be closed without one. The POD goes to the office straight away, and customers can see it in their portal.
FAQ
How long should I keep PODs?
At least as long as an invoice could be disputed, and in line with your record-keeping obligations. Many operators keep them for several years. Digital PODs make this easy.
Should the driver's name be on the POD?
It isn't needed. The job record shows who drove it if a question comes up.
Is a photo on its own enough?
For many deliveries, yes, if it shows the load in place with the time and location recorded. Where the customer's contract asks for a signature, get one.
This guide is general information, not legal advice.